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Inter Departmental Archives Committee Government Policy on Archives: Action Plan Foreword from the Keeper of Public Records In my capacity as Chair of the United Kingdom Inter-Departmental Archives Committee (IDAC), which I chair on the behalf of the Lord Chancellor, I am pleased to present the Action Plan to accompany the Government Policy on Archives (Cm 4516, December 1999). The Plan, which has been the subject of extensive consultation, is intended to provide a general framework for the activities of the leading archive bodies, both inside and outside Government, towards achieving the high-level outcomes set out in the main policy document, over the next three years or so. As well as the relevant Government Departments, Resource (the Council for Museums, Archives and Libraries), the National Council on Archives (NCA), and the Association of Chief Archivists in Local Government (ACALG) will all play a major role in the Plan's implementation. IDAC's secretariat will regularly monitor and publish progress against the agreed action points set out in the Plan. Shortly after the Plan was approved at official level, Baroness Blackstone, Minister of State for the Arts, announced on 12 July that the functions of the Public Record Office (PRO) and the Historical Manuscripts Commission (HMC) are to be brought together in a single new organisation, called the National Archives, which will come under the Lord Chancellor. This will come into effect on 1 April 2003. In the Action Plan the PRO is designated the lead body for objectives 3 (records and archives management in the public sector) and 5 (the archiving of electronic data), while HMC is the lead body for objective 4 (promoting standards in private archives). As from next April the National Archives will take forward the relevant actions assigned to the two bodies, combining the PRO's expertise in relation to government records with the HMC's extensive knowledge of private archives. The National Archives will not make any distinctions between these objectives, but attach equal importance to the achievement of each of them. I hope that all custodians and users of archives, as well as those involved in public administration and interested members of the general public, will find the Plan a clear and useful guide to the work of sector over the next three years. SARAH TYACKE 30 September 2002 A1.1 Introduction A1.1.1 The Government Policy on Archives was issued by the Lord Chancellor as a Command Paper on 2 December 1999 [Cm 4516]. The Policy was widely distributed among archive institutions, relevant government departments, and groups representing archive users, and was published in the Journal of the Society of Archivists in April 2000. The leading archive bodies have warmly welcomed it as the first ever statement of government policy in this increasingly important field. The general consensus is that the Policy has struck the right balance between the demands of records management, the preservation of historical archives, and public access to archival material. A1.1.2 This was the first time that the government departments and expert advisers represented on the Inter-Departmental Archives Committee (IDAC) had worked together on the production of a policy statement. Thus the objectives for the archive domain that it endorsed, in alignment with the government's main policy goals, were necessarily of a rather general character. Also, the Committee's deliberations took place at a time when the Department for Culture, Media and Sport was considering the remit of Resource (The Council for Museums, Archives and Libraries). The Committee therefore recommended that an accompanying Action Plan should be developed to further the following six main objectives in the Policy: Objective 1: To ensure that access to archives, in the most useful and convenient way, is offered to all the nation's citizens and to other users. Objective 2: To enable the educational sector at all levels to have proper access to the nation's archival resources, so that national educational needs are met. Objective 3: To ensure that public institutions, at local, regional and national level, select, preserve and manage their current records and their archives, regardless of medium, in accordance with the relevant legislative requirements, guidance and agreed professional standards. Objective 4: To encourage private organisations and individuals to manage their records effectively, to preserve their historical archives and wherever possible to facilitate public access to them. Objective 5: To enable the archive sector to prepare for the processing of increasing quantities of electronic data. Objective 6: To add maximum value to the information resource held by the archive sector. A1.2 Vision A1.2.1 The Government's vision is that by 2005 archive services throughout the United Kingdom will be able to give many new audiences access to their unique holdings. To achieve this they will need to exploit the benefits of information and communications technology (ICT) to the full, and develop other ways of delivering their services. A.1.2.2 Catalogue information about archive collections and digitised images of the most popular records are being added to existing archive resources on the Internet, including the Public Record Office's web site and the Historical Manuscripts Commission's National Register of Archives. This will allow more users, including overseas users, to appreciate the richness of our archival heritage for the first time. Culture Online, a new Department for Culture, Media and Sport (DCMS) initiative to provide wider access to the content stored in cultural institutions using digital technology, was announced in September 2000. It promises to play an important part in the achievement of this vision. In Wales, a forum of key public and private cultural sector agencies - Cymru'm Creu (Creative Wales) - will be developing and implementing Culture Cymru Online in close collaboration with Culture Online in England and similar initiatives in other parts of the UK. A1.2.3 Scotland and Northern Ireland have their own archival legislation, and are therefore independent in matters of archival policy. This Plan, while taking account of developments in Scotland and Northern Ireland, is specifically intended to improve the position of the archive sector in England and Wales. It recognises the devolution of powers that has taken place in Wales, and is sufficiently flexible to take account of the Government's intentions to decentralise some Whitehall functions to the regions of England. A1.2.4 Within the UK, archival content on the Internet will include a significant amount of material aimed at those social groups, which are under- represented in the current profile of archive users. This should enable everyone to play a full part in the 'information society' and the 'knowledge economy'. More fundamentally, archive services should aim to reflect the country's cultural and social diversity in their outreach work and service planning, thereby reinforcing individual and community identity. They should actively engage with under-represented social groups and learn about their needs and aspirations through regular consultation. At the same time, archive services should review their collecting policies. These policies should reflect the requirements of various communities, aim to be more inclusive in all areas and avoid the risk of social exclusion. Local archive services in particular have a great deal to offer as local places of learning. A1.2.5 If archive services are to become a main source of expertise and advice in the management of records created in digital form, archivists and administrators in the public sector will need extensive training in electronic records management. Archivists and records managers will also have a higher profile in the organisation of their parent authorities because their advice will be sought on Data Protection, Freedom of Information (FoI) and other legislation that affects the organisational business of e-records. A1.2.6 Archives Council Wales, and a flourishing network of Regional Archive Councils throughout England, have all produced archive strategies, which demonstrate the relevance of national policy to developments at local and regional level. In their relations with other regional organisations, governmental and non-governmental, they are championing the interests of archives. A1.2.7 By continuing a comprehensive programme of modernisation, archive services will dispel any lingering impression of a Cinderella status. Instead they will establish themselves as full participants in new technological change and ways of delivering services. Professional marketing and publicity as well as educational programmes will help increase public awareness of the archive sector. A1.2.8 Our vision is that, by 2005, the following outcomes will have been achieved, or will be well on the way to being achieved: i) Access to the increasing body of digitised archives and other documentary heritage will be available to all who want it. ii) Archive services will provide a wider range of onsite and online public services, which respond to users' needs. iii) Links between the archives and universities, schools, and other learning sectors will be much stronger and services will be geared to the needs of these audiences. iv) All archives in public custody will be safely preserved and made publicly available in a comprehensive network of provision. v) The contribution of private, business and specialist archives will be fully recognised. vi) Archive and records management services will be able to manage electronic records for present use and future historical use. vii) Archive services will be working more closely with libraries, museums and the wider cultural sector at local, regional, national and international levels. A1.3 Funding A1.3.1 Public authorities should provide a stable funding base for their records management and archive services if this vision is to be realised. Grant awarding bodies should also continue their support for well-focused programmes and projects which are likely to improve opportunities for most people to use archives services.
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